With literary billions of electronic messages being generated and exchanged every day across the world, email archive solutions have become a necessity. This has lead to IT managers being faced with a challenge on how to effectively manage the massive numbers of electronic messages swamping email servers every day. The ever stringent legal and regulatory laws in the IT sector has not helped things either because not only do IT managers have to contend with the problem of how to store and preserve billions of electronic messages, they also have to contend with how to retrieve the messages easily and quickly when required.

As many IT officers might already know, it is simply not a viable option any more for business to buy large servers and disk storage systems to store electronic messages. This is because the servers quickly become inadequate storage spaces as the number of messages generated continues to increase. Choosing a good email archive solution is the more viable option because it offers a systematic way of storing and protecting information contained in electronic messages in a way that the data can be accessed easily and quickly when needed. Needless to say, the advantages of email archiving cannot be underscored in an age where businesses cannot tell when they might be required to quickly respond to regulatory or legal requirements.

Email archive solutions run the gamut, and some have more hidden or unforeseen expenses than others. With this in mind, IT officers are advised to look for a number of things before settling for any email archive solution. The right email archive solution for any business should ideally have the right delivery model for that particular organization. There are a number archiving systems out there, including in-house appliances that make it possible to have a complete rack mountable system, less-expensive email archive software that is managed by in-house IT officers, or a hosted service with hybrid archiving solutions that use in-house appliances, and are linked to an external service provider. Many email archive options are available, but the right system is the one that adequately addresses the particular exchange archiving needs of an organization.

Moreover, to prevent businesses from incurring additional costs in training IT personnel and other users of an archiving solution, the email archive software should be easy to use. It should also be scalable in such a way that it can cope with likely future increases in the number of messages generated. More importantly however, the email archive system should consider how organizations will back up and recover the archiving system itself – and all the data it contains – in the event the system goes down due to unforeseeable reasons.

These considerations are important because they can help managers determine the right policy-based archiving solution that is best suited for an organization. In turn, the right archiving software means that it has appropriate access logs, indexing and search capabilities, and life cycle management components, which guarantee systematic saving and protecting of bulk electronic messages and easy and fast retrieval of lost messages.

In-house or Managed Service? Get tips to help you decide which email archive solution is best for your organization.

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